The mission of the U.S. Department of Transportation (DOT) is to deliver the world’s leading transportation system, serving the American people and economy through the safe, efficient, sustainable, and equitable movement of people and goods. With a staff of 55,000 people, DOT manages federal regulation, legislation, research and development, grants, and loans across intermodal transportation via eleven separate Administrations, including: Aviation (FAA); Highway (FHWA); Railroad (FRA); Transit (FTA); Maritime (MARAD); Motor Carrier (FMCSA); Pipeline and Hazardous Materials (PHMSA); Research and Innovative Technology Administration (RITA), and Traffic Safety (NHTSA). Unifying the DOT Office of the Secretary, Office of Inspector General, and DOT’s eleven Operating Administrations, Nuvolo is now the Department’s single system of record for enterprise asset management covering some 87,000 real property assets and 300,000 personal property assets. Consolidating Systems, Eliminating Roadblocks Prior to implementing Nuvolo, managing physical assets and real property within the DOT was a complex challenge spanning several outdated systems. The lack of coordination and integration between the systems negatively impacted planning, strategic decision-making, management processes, and reporting. Inaccurate and incomplete data hampered their ability to derive a unified view of real property, real estate leasing, and personal property assets. Legacy applications were custom developed with complex workflows and integrations that lacked the functionality needed for managing DOT’s massive portfolio of assets. These were developed as separate applications without a common repository of data, resulting in data redundancy and errors as data was not synchronized across these applications. The agency sought a modern solution that could consolidate their systems, create a repository of enterprise data, provide deeper insights, and streamline workflows and reporting within their real property and asset management business functions. The agency found its solution in Nuvolo, which was selected over nine competing bids for the implementation of a COTS Integrated Workplace Management System (IWMS). The resulting $19M, 5-year contract is called the FAA Real-Estate and Asset Management Enterprise (FRAMES) System. Nuvolo’s scoped applications were modified to meet over 200 complex DOT requirements addressing the full lifecycle of real property, facilities, and physical assets. Natively built on the ServiceNow Government Community Cloud Platform, the Nuvolo implementation team achieved a timely FedRAMP Authority to Operate (ATO) as the team leveraged the powerful Low Code Application Platform (LCAP) tools to configure interfaces and workflows to meet unique DOT and FAA requirements. The platform’s open API also allowed the Nuvolo implementation team to construct dozens of integrations to other DOT systems. With separate Go-Live events for personal property and real property, the DOT-wide Nuvolo implementation is now used by over 3,000 staff via PIV-card integration. The implementation includes over 7,000 leased assets and 50,000 associated documents with full OCR document intelligence capabilities. Nuvolo is now the system of record for GSA compliance reporting including Federal Real Property Profile (FRPP). Taking Off with Personal Property The agency tackled its personal property challenges first, implementing Nuvolo as its system of record for 300,000 personal property assets including fleet, mobile inventory, bulk purchase, parts, and warehouse functionality. Nineteen integrations and the establishment of new workflows in Nuvolo has resulted in a significant reduction in manual data input and improved data integrity for the agency. Asset catalogues are aligned to National Stock Number with extensive asset search and sort capabilities. Mobile scanning routines via barcode greatly simplify receiving, assignment, and inventory workflows via Nuvolo mobile. Asset transfers, hand receipts, loss and damage reports, and disposal routines help DOT asset managers and custodians track and report on asset inventory with greater speed and accuracy. A First-Class Real Property Solution After the successful Go-Live of Personal Property, the Administration implemented Nuvolo’s Real Property solution to manage its 87,000 owned and leased property assets, including buildings, land, and other constructed assets like structures, fences and roads. It also includes Federal Real Property Profile (FRPP) reporting. Nuvolo is now DOT’s single source of truth for all lease administration and transaction management information and workflows. This consolidation allows the agency’s real estate team to manage acquisition projects, market rate analyses, and outgrants. Increased Efficiency and Transparency By adopting Nuvolo, DOT has already streamlined its Federal Real Property Profile (FRPP) reporting process—which previously could take up to six months—to a matter of weeks. The agency also anticipates as much as 30% revenue growth from properties it manages and is looking forward to realizing additional value in the years to come. Soaring to New Heights with Data-Driven Insights The Nuvolo FRAMES solution empowers DOT to excel with efficient and transparent asset and real property management. They now have a clear view of their vast real estate portfolio and personal property asset inventory, resulting in improved asset and property management processes, reduced total cost of ownership, and contributing to the Department’s continued excellence in providing leadership and assuring safety across the transportation industry. Looking ahead, Nuvolo will support the agency to incorporate Statement of Federal Financial Accounting Standards (SFFAS) 54 lease guidance and a tighter integration with FAA’s financial system. Considering a similar challenge? Nuvolo can help streamline your real property and asset management, unlocking new levels of efficiency. Learn more about how Nuvolo can support the full life cycle of your real estate, facilities, and physical asset portfolio and help optimize your operations and support infrastructure to better serve the agency mission. Share
